KutoolsforOffice — One Suite. Five Tools. Get More Done.

Easily create a mailing list and send emails in Excel

AuthorSunLast modified

Sending personalized emails to multiple recipients can be time-consuming when recipient details, subjects, and attachments must be added one by one. Managing this information separately also increases the risk of sending the wrong content or file to a recipient.

With the Create Mailing List and Send Emails features in Kutools for Excel, you can organize mailing information in an Excel table, compose personalized messages with placeholders, and send emails through Outlook or a configured mailbox account. This article explains the complete process, from creating the mailing list to configuring an account and sending the emails.

What Create Mailing List and Send Emails can do

This feature helps you prepare a mailing list in Excel, compose personalized messages, and send emails through Outlook, Microsoft 365, or another configured mailbox account.

📋 Create a structured mailing list

Build an Excel table containing recipient addresses, subjects, names, company information, attachment paths, and other fields required for your emails.

📨 Assign email fields

Select the mailing-list columns to use for the To, Cc, Bcc, Subject, and attachment fields.

👤 Personalize each message

Insert placeholders for fields such as first name, last name, or company so each recipient receives personalized content.

✍️ Compose and format emails

Write the message in the built-in editor and format its font, size, color, alignment, and other text properties.

📎 Send personalized attachments

Use file paths stored in the mailing list to send different attachments to different recipients.

📤 Choose how to send emails

Send messages through Outlook, authorize a Microsoft 365 mailbox, or configure another mailbox using its outgoing server settings.

💾 Save and reuse message content

Save the current email body as an HTML file and load it again when preparing a similar mailing.

⚙️ Manage mailbox accounts

Add, edit, rename, delete, or set a configured mailbox account as the default for future mailings.

⏱️ Control the sending interval

Set a delay between messages when sending through an Other Mailbox Account to help manage the sending pace.

✅ Confirm the sending result

After the mailing is complete, view how many emails were sent successfully.

Benefits of Create Mailing List and Send Emails

By connecting an Excel mailing list directly to the email-sending process, Kutools reduces repetitive work and makes personalized batch emailing easier to prepare and manage.

⏱️

Save time on repetitive emails

Prepare one message and send it to multiple recipients instead of composing each email separately.

🎯

Make bulk emails feel personal

Use information from each mailing-list row to create messages that are relevant to individual recipients.

🛡️

Reduce recipient and attachment errors

Keep addresses, subjects, and file paths together in the same row so each email uses the intended information.

🔄

Make mailings easier to update

Edit recipient details directly in the worksheet and use the updated table for the next mailing.

🧭

Keep the workflow in Excel

Prepare recipient data and compose the mailing without repeatedly copying information into separate emails.

📁

Reuse consistent email content

Save frequently used message content for future mailings, reducing repeated setup and helping maintain consistent wording.

🔧

Adapt to different email environments

Choose a sending method that fits your available Outlook, Microsoft 365, or other mailbox setup.

📈

Scale from small to larger mailings

Use the same organized workflow whether you are contacting a few recipients or working with a longer mailing list.

Create a mailing list in Excel

The Create Mailing List feature builds a structured table with the fields needed for personalized emails, including recipients, subjects, and attachment paths.

Kutools for Excel offers over 300 advanced features to streamline complex tasks, boosting creativity and efficiency. Integrated with AI capabilities, Kutools automates tasks with precision, making data management effortless. Detailed information of Kutools for Excel...         Free trial...
  1. Open Excel, and click Kutools Plus > Create Mailing List.
    Open Create Mailing List from the Kutools Plus tab in Excel
  2. In the Creating Mailing List dialog box:
    1. Select the fields you need in the Columns for Mailing list section.
    2. Specify how many attachment columns to include.
    3. Choose where to create the mailing list. Select New Worksheet to place it on a new sheet, or select Existing Worksheet and click Range selector for choosing the mailing list location to specify the starting cell.
      Creating Mailing List dialog with column, attachment, and worksheet options
  3. Click Create. Kutools creates the mailing list table with the selected columns.
    Mailing list table created in an Excel worksheet
  4. Enter the recipient information, personalized subjects, and attachment file paths in the mailing list.
    Completed Excel mailing list with recipients, subjects, and attachment paths

Send emails from Excel

After completing the mailing list, use the Send Emails feature to compose the message, insert personalized fields, choose a sending method, and send the emails.

Step 1: Open the Send Emails dialog box

  1. Select any cell within the mailing list table.
  2. Click Kutools Plus > Send Emails.
    Select the mailing list and open Send Emails from the Kutools Plus tab

Step 2: Compose your email

In the Send Emails dialog box, the selected mailing list range is filled in automatically.

  1. From the corresponding drop-down lists, select the mailing-list columns that contain the recipient email addresses, attachment paths, and email subjects.
    Select the mailing-list columns containing the recipient addresses, attachments, and subjects
  2. Enter and format the message in the email body editor.
    Compose and format a personalized email in the Send Emails dialog

📝 Tips:

  1. Add personalized placeholders:
    To personalize the message, place the cursor where you want to add a placeholder. From the drop-down list above the message editor and to the left of Insert Placeholder, select a mailing-list field, such as Last Name. Then click Insert Placeholder.
  2. Save and reuse message content:
    Use Save to File to save the current message body as an HTML file. Use Load from File to reuse a message body saved in an HTML file.
    Select a mailing-list field above the message editor and insert it as a placeholder

Step 3: Choose an email sending method

You can send the emails through Outlook or another configured mailbox.

Send emails through Outlook

  1. Keep Send emails via Outlook selected. Kutools uses the default Outlook account to send the emails.
  2. If needed, click Options:
    • Keep Use Outlook's signature settings selected to include your Outlook signature, or clear it to send the message without the signature.
    • Use Send from to choose another available Outlook account.
      Choose an Outlook sender account and control whether to include the Outlook signature

Send emails through another mailbox

Clear Send emails via Outlook. The Outgoing Server (SMTP) Settings dialog box opens automatically.

Open Outgoing Server Settings after clearing Send emails via Outlook

From the New menu, choose an account type:

  • Microsoft 365 Mailbox Account: Sign in to your Microsoft 365 account and complete the authorization process.
    Sign in to Microsoft 365 to authorize Kutools for Excel
  • Other Mailbox Account: Enter the sender email address, SMTP server, port, sender name, username, and password. Select Use SSL encrypted connection if required by your email provider.
    Enter the outgoing server settings for an Other Mailbox Account

    📝 Notes:

    • You can select a folder for saving sent emails and set the interval between messages.
    • Click Test to check the connection, and then click OK to save the account.

To learn how to configure a Gmail account or manage mailbox accounts in Kutools, see Configure mailbox accounts.

Step 4: Send the emails

  1. Click Send in the upper-left corner of the Send Emails dialog box.
  2. When the confirmation dialog shows how many emails were sent successfully, click OK.
    Confirmation showing the number of emails sent successfully

Result

Kutools sends each personalized message using the selected email account.

Personalized emails sent from the Excel mailing list

Configure mailbox accounts

Kutools lets you add a Microsoft 365 mailbox through Microsoft authorization or manually configure another email provider through Other Mailbox Account. The Gmail example below shows how to configure a commonly used non-Microsoft mailbox.

Microsoft 365

Microsoft 365 accounts use Microsoft authorization, so you do not need to enter the SMTP server information manually. In the Outgoing Server (SMTP) Settings dialog box, click New > Microsoft 365 Mailbox Account, and then sign in and complete the authorization process.

📝 Note:

If you cannot add the account, your organization's authentication or mailbox policies may be blocking access. Contact your Microsoft 365 administrator for assistance.

Gmail

Gmail is configured as an Other Mailbox Account using its outgoing server settings.

  1. In the Outgoing Server (SMTP) Settings dialog box, click New > Other Mailbox Account.
  2. Enter the following settings:
    • Sender email: Your full Gmail address
    • SMTP server: smtp.gmail.com
    • Port: 465
    • Sender name: The name you want recipients to see
    • User name: Your full Gmail address
    • Password: A Google app password, not your regular Google Account password
    • Use SSL encrypted connection: Select this option.
      Configure Gmail outgoing server settings in Kutools for Excel

📝 Notes:

  • Google no longer supports the former Less secure apps setting.
  • To create an app password, first turn on 2-Step Verification for your Google Account.
  • App passwords may not be available for some work, school, Advanced Protection, or security-key-only accounts.

For more information, see Google's instructions for signing in with app passwords.

Manage mailbox accounts

You can manage mailbox accounts without opening the Send Emails dialog box: On the Kutools Plus tab, click the dialog box launcher in the lower-right corner of the Mailings group.

Open Outgoing Server Settings from the Send Emails dialog box launcher

In the Outgoing Server (SMTP) Settings dialog box, you can add, edit, rename, delete, or set a mailbox account as the default.

Manage mailbox accounts in the Outgoing Server SMTP Settings dialog box

Frequently Asked Questions

Can I send a different subject to each recipient?

Yes. Store the subjects in a mailing-list column, and then select that column from the Subject drop-down list in the Send Emails dialog box.

How can I personalize each email?

Store information such as first names, last names, and company names in separate mailing-list columns. In the message editor, place the cursor at the required position, select a field from the drop-down list to the left of Insert Placeholder, and then click Insert Placeholder.

Can I send different attachments to different recipients?

Yes. Enter each file’s full path in the appropriate row of the mailing list, and then select the corresponding attachment column in the Send Emails dialog box. You can assign multiple attachment columns when needed.

Why was an attachment not included?

Check that the attachment cell contains the complete file path, including the file name and extension. Also confirm that the file still exists in that location and is accessible from the computer sending the email.

Which email sending methods can I use?

You can send emails through Outlook, authorize a Microsoft 365 mailbox account, or manually configure another email provider through Other Mailbox Account.

Which Outlook account does Kutools use?

When Send emails via Outlook is selected, Kutools uses the default Outlook account unless you choose another available sender from Options > Send from.

Will Kutools include my Outlook signature?

When sending through Outlook, Use Outlook's signature settings is selected by default. Open Options and clear this setting if you do not want to include the Outlook signature.

Why does my regular Gmail password not work?

Google does not support the former Less secure apps sign-in method. Use a Google app password instead of your regular Google Account password. You must first enable 2-Step Verification, and app passwords may not be available for some managed or highly secured accounts.

Can I reuse an email message for another mailing?

Yes. While composing the email body in the Send Emails dialog box, click Save to File to save the current message as an HTML file. For a future mailing, click Load from File to load the saved content into the message editor.

Can I control how quickly the emails are sent?

Yes. When configuring an Other Mailbox Account, enter the required delay in the Send interval (seconds) box.

Where can I manage configured mailbox accounts?

On the Kutools Plus tab, click the dialog box launcher in the lower-right corner of the Send Emails button. In the Outgoing Server (SMTP) Settings dialog box, you can add, edit, rename, delete, or set a mailbox account as the default.